STATEMENT_OF_WORK_Direct_Lease_DR4399FL.pdf

Revised Date: 12/06/2018

STATEMENT OF WORK

For

THE DIRECT LEASE PROGRAM

PURPOSE

The Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA) has a requirement for Direct Lease Contractor/Property Managers (PM) and/or Property Owners

(PO). The FEMA Direct Lease is a housing assistance program to lease existing rental units for the purpose of providing temporary housing to eligible applicants who are displaced due to the

Destruction of Hurricane Michael. Note: the term Contractor will be used to refer to

Contractor/Property Managers/Property Owners from this point on.

SCOPE:

The contractor is to identify, evaluate, and directly lease eligible properties on behalf of FEMA to provide housing assistance to eligible individuals and households affected by Hurricane Michael in the counties provided in the before mentioned table. The contractor will identify direct lease eligible properties with various accommodations and amenities, as described below. The direct lease eligible properties are expected to temporarily house FEMA applicants throughout the course of the contract period. FEMA will be responsible for all applicant eligibility and placement determinations.

The contractor shall provide FEMA with regular progress reports related to the property inventory search.

Properties may consist of multifamily dwellings, single family or duplexes. The contractor shall evaluate each property to ensure the property is safe, secure, and functional. Safe means secure from disaster-related hazards or threats to occupants. Sanitary means free of disaster-related health hazards. Functional means an item or home capable of being used for it intended purpose.

The following items are services to be performed by the contractor for the Direct Lease Program.

1. Identify Properties. The contractor shall lease existing residential property available to the public (e.g., corporate apartments, vacation rentals, and second homes), and provide temporary housing for eligible individuals and households.

a. The contractor may only lease properties that comply with federal, state, and local occupancy standards, to provide complete and independent living facilities for one or more persons, including permanent provisions for living, sleeping, cooking, and sanitation. All utilities, appliances, and any furnishings provided by the property must be safe and functional.

b. The contractor shall evaluate properties according to the following factors:

i. Cost to the Federal Government: The contractor shall lease properties at or below the established fair market rate depicted in Figure 1 of this document.

a. If contractor is unable to obtain sufficient rental units, the contractor shall notify the Contracting Officer’s Representative (COR) for

FEMA to review options and develop a solution.

ii. The contractor shall ensure the property owner is capable of property management and the ability to provide maintenance services.

iii. The contractor shall attempt to locate properties that are in a community with wrap-around services; such as, accessible public transportation, schools, fire and emergency services, grocery stores, and health care services.

iv. The contractor shall prioritize properties that include accessibility features or can easily be conformed to accessible requirements; and are in proximity to accessible public transportation.

c. The monthly cost per unit may not exceed the amounts established in Figure 1 below, unless approval is granted through the Contracting Officer (CO) of FEMA.

i. The Government will establish a contract line item for one (1) month security deposit not-to-exceed one (1) month rent. The security deposit is a cost reimbursable contract line item and will not be disbursed at the signing of a call/order. However, the security deposit will be held by the

Government in the event any damages (other than normal wear and tear) occur and will be invoiced based on the actual costs of damages.

ii. The contractor shall notify the COR for FEMA approval prior to leasing units consisting of four (4) or more bedrooms.

d. The contractor shall implement and update a tracking spreadsheet for approved properties throughout the Direct Lease process. The tracking system must be approved by the COR prior to implementation. An example is provided at Attachment 2, Direct

Lease Property Tracking Sheet.

Figure 1- Maximum Monthly Rents (based on current FMR)

County 1 BED 2 BEDS 3 BEDS 4 BEDS

BAY $867 $1011 $1429 $1593

CALHOUN $606 $694 $1003 $1085

GADSDEN $776 $957 $1282 $1406

GULF $700 $926 $1160 $1425

JACKSON $606 $694 $955 $964

2. Property Inspections. The contractor shall inspect each property to ensure compliance with

Federal, State and local occupancy standards prior to executing lease agreements with housing applicants. Each inspection will also verify property owner’s capability to provide all property management services, including building maintenance.

3. Contacting Applicants. FEMA will identify eligible applicants for the Direct Lease program and provide the following applicant information to the contractor: applicant name, co-applicant names (if applicable), damage dwelling address, mailing address, and phone numbers, and emails.

4. Matching Applicants. Once units are available, FEMA will initiate contact to the applicant within one (1) day and coordinate with the applicant to match the Direct Lease unit that fit the needs of the applicant. FEMA will also inform each applicant of the next steps towards their placement in a Direct Lease.

a. The contractor shall notify FEMA, within one (1) day, in each instance in regards to an applicant being denied by the property owner or leasing agent due to adverse information in their background check.

5. Execute Lease Agreements. The contractor shall execute lease agreements with property owners through completion of Attachment 4 of this document, the Direct Lease Contract Terms and Conditions and provide FEMA with a copy of the executed Lease agreement.

6. Move-in of Applicants. The contractor and FEMA will be responsible for the move-in process for applicants into Direct Lease units. The contractor shall conduct a walkthrough of the temporary housing unit with the applicant and ensure all the necessary paperwork is completed prior to completing a move-in. Within three (3) business days of completion, the contractor shall provide the COR with the following documentation:

a. A copy of the inspection record confirming the property complies with Federal, State and local occupancy standards; HUD (Attachment 3);

b. A copy of the Direct Lease Contract Terms and Conditions (Attachment 4) that was completed in executing the lease agreement and specifies the monthly rent rates;

c. A copy of the Direct Lease Occupant Lease Agreement (Attachment 5); and

d. A copy of the Temporary Housing Agreement (Attachment 6).

7. Lease Agreement Payments. The contractor shall make rental payments to property owners in accordance with the rental or lease agreements for each property that is awarded under the

BPA call/order. The contractor shall make payments to property owners in a timely fashion.

8. Terminate Lease Agreements. FEMA will be responsible for any termination of assistance to applicants. The contractor shall be responsible for coordination with property owners for eviction of applicants whose assistance has been terminated by FEMA. FEMA may terminate the lease for the housing unit by providing the contractor with a written thirty (30) calendar day Termination Notice.

9. Utilities. The Government is not responsible for utilities, unless utilities are included in the monthly rental fee and do not exceed the established monthly rental rates established in Figure

1. Applicants are responsible for obtaining their own utility accounts.

10. Access and Functional Needs. A provision allowing the property owner to make, at FEMA’s expense, reasonable modifications or improvements to the property to provide a reasonable accommodation for an eligible applicant with a disability or other access or functional needs.

All modifications or improvements will be coordinated with the COR for FEMA approval prior to execution or incurrence of costs.

INSPECTION

Properties are subject to inspection by FEMA and other applicable Government agencies. The contractor shall participate in responding to all requests for information and inspection or review findings by regulatory agencies. The contractor shall allow FEMA, or an entity or organization approved by FEMA, to conduct inspections of rental units, as required, to ensure an acceptable level of services and acceptable conditions of housing as determined by FEMA. No notice to the contractor is required prior to an inspection. FEMA will share findings of the inspection with the contractor (See Attachment 3).

QUALITY ASSURANCE/QUALITY CONTROL PROVISIONS

The contractor shall adhere to all quality assurance/quality control provisions outlined in the

Quality Assurance Surveillance Plan. (See Attachment 1).

PLACE OF PERFORMANCE

Declared counties within Florida

PERIOD OF PERFORMANCE

12 months from date of award

GOVERNMENT POINTS OF CONTACT:

BPA CONTRACTING OFFICER

Perry Toomer Cell: 404-583-5972

Perry.Toomer@fema.dhs.gov

CALLS/ORDERS CONTRACTING OFFICER:

Any warranted Contracting Officer

CONTRACTING OFFICER REPRESENTATIVE(S):

Demitra Drake

202-717-7296

Demitra.drake@fema.dhs.gov

ATTACHMENTS:

1. Quality Assurance Surveillance Plan (QASP)

2. Direct Lease Property Tracking Sheet

3. Direct Lease Property Inspection Checklist (HUD)

4. Direct Lease Contract Terms and Conditions

5. Direct Lease Occupant Lease Agreement Sample

6. Temporary Housing Agreement mailto:Perry.Toomer@fema.dhs.gov mailto:Demitra.drake@fema.dhs.gov